Theatres Personal Assistant

6 months ago

Coventry, United Kingdom University Hospitals Coventry and Warwickshire NHS Trust Full time

This role is to cover maternity leave. The role is to be a well organised, comprehensive administrative and secretarial support to the Clinical Group Leadership Team. This includes Diary Management, the coordination of and administrative support of meetings ensuring minutes and action logs are recorded and disseminated to membership as appropriate. To act as a single point of contact for the Leadership Team and to liaise with third parties both internally across the Trust and externally, to arrange office supplies, data collection, data submission as well as database management as appropriate. To assist in the recording of leave requests and approval and to support with communications across the Clinical Group from the Leadership Team as required.

The role is to be a well organised, comprehensive administrative and secretarial support to the Clinical Group Leadership Team. This includes Diary Management, the coordination of and administrative support of meetings ensuring minutes and action logs are recorded and disseminated to membership as appropriate. To act as a single point of contact for the Leadership Team and to liaise with third parties both internally across the Trust and externally, to arrange office supplies, data collection, data submission as well as database management as appropriate. To assist in the recording of leave requests and approval and to support with communications across the Clinical Group from the Leadership Team as required.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence ® designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

2. To establish and operate effective systems for handling incoming and outgoing telephone calls and mail for the Management Team with the responsibility to ensure that general and specific enquiries are appropriately managed and responded to on the behalf of the
management team. Ensure incoming post is opened, dated and distributed daily; taking appropriate action where necessary, prioritising urgent items for attention and managing an efficient bring forward
system to ensure follow up action is taken.

3. To prepare and submit draft agendas, action logs and minutes as well as other papers, for all meetings arranged by the Management Team.

4. To organise and attend meetings as delegated by the management team including taking and transcribing minutes and to assist with actioning of decisions including any administrative duties in relation to those meetings. To progress chasing of items and ensure deadlines are met.

5. To ensure any complaints/PALS enquiries or matters of concern are brought to the attention of the Group management team and dealt with appropriately.

6. To collate information and tabulate data, statistics etc. in order to assist the management team, e.g. staff training, records and annual leave absence.

7. Daily management of the Group management team’s electronic diary, including the arrangement of meetings, ensuring planning time is diarised, appropriate arrangements for appointments are made and all necessary paperwork bought forward. Diary management to include scheduling of regular meeting.

8. To prioritise and re-organise workload appropriately and as requested.

9. To attend meetings to take minutes, prepare action lists and follow up actions as needed; meetings will include business and government meetings.

10. To assist the management team in reviewing and monitoring of clinical guidelines and patient
information leaflets.

For further details of the role please see the attached job description

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